Using this option organizations can create benefit plans for several benefit types such as medical, dental, vision and others. These benefit plans can be grouped as benefit programs and are offered to the employees (including the dependents is optional) while they are employed with the organization.

Who can access the Benefit Plans setup?

Users with the System Administrator role can access the Benefit Plans setup.

How do you access Benefit Plans?

Click the menu icon at the top left corner of the page, then select "Benefit Plans" under the Product Setup section in the navigation menu.

How do you create a new Benefit Plan?

Note: If you want new attachments to be added in the Benefit Plan that should be available for the New Hire to download through Benefits Enrollment or Voluntary Benefits Enrollment activity, then add the attachments/documents through a Content Revision. For more details on creating the Attachment IDs through Content Revision, please click here.

Click "Add a New Value" on the Define Benefit Plan page.

Enter the Benefit Plan ID and click "Add".

The following Benefit Plan page will open, allowing you to add the necessary details.

 Click here to understand what each field means

Field	Action
Description	A description that helps identify the Benefit Plan
Effective Date	The date when the Benefit Plan is effective For new Benefit Plans the effective date should be current or future
Policy Information	The policy that the Benefit Plan is associated with
Plan Classification	Plan Type: Category of the Benefit Plan The Benefit Plans created with Plan Type "Medical", "Dental" and "Vision" will appear in the Benefits Enrollment activity The Benefit Plans created with Plan Type "Life", "Accidental Death", "Long Term Disability", "Short Term Disability" and "Supplemental Life" will appear in the Voluntary Benefits Enrollment activity Benefit Rate Type: The factor that influences the Benefit Plan rate Premium Frequency: The regularity in which the premium is paid. Currency Code: Code of a particular currency type
Rate Data	Information gathered to calculate the Benefit Plan rate. The Rate Data explicitly changes with the Benefit Rate Type Rate Type Rate Data Age Compensation Covered Person Flat Rate
Plan Documents	Documents to support the Benefit Plan type. This is an optional field Lookup icon can be used to view the existing attachments All attachments that are added through Content Revision will show in the attachments lookup To add an attachment in the Benefit Plan setup, the effective date of the attachment should be less than or equal to the effective date of the Benefit Plan  Attachments added in the Benefit Plan will be available for the New Hire to download through Benefits Enrollment/Voluntary Benefits Enrollment activity. However, the availability of Benefit Plan & attachment(s) in the  Benefits Enrollment/Voluntary Benefits Enrollment activity depends on the effective dates of the attachments, Benefit Plan, Benefit Program and the invitation Start Date Attachments on the Benefit Plan cannot be deleted or modified if the Benefit Plan is already used in Benefits Enrollment/Voluntary Benefits Enrollment activity by any New Hire

Enter the Benefit Plan details in the fields given below. Fields with asterisk (*) are mandatory to enter.  

When providing the Benefit Plan effective date, make sure the date is current or future.

If plan effective date is lesser than the current date, the following error message displays on the page.

Enter data in all sections of the Benefit Plan.

Note: The Benefit Plans created with Plan Type "Medical", "Dental" and "Vision" will appear in the Benefits Enrollment activity whereas Benefit Plans created with Plan Type "Life", "Accidental Death", "Long Term Disability", "Short Term Disability" and "Supplemental Life" will appear in the Voluntary Benefits Enrollment activity.

Depending on the selected Benefit Plan Type and Benefit Rate Type, the fields displayed in the Rate Data section (Compensation Multiples/Coverage/Gender & Age/Total Flat Rate) will vary. The values entered in these Rate Data fields will appear in the Voluntary Benefits Enrollment activity when the corresponding Benefit Plan is chosen.

Few examples are provided below. If the Benefit Rate Type is selected as "Compensation", the values displaying in the "Coverage" drop down are the "Compensation Multiples" entered under Rate Data section of the Benefit Plan.

Benefit Plan Rate Type = Compensation

If the Benefit Rate Type is "Covered Person", the values displaying in the "Coverage" drop down are the "Coverage" values entered under Rate Data section of the Benefit Plan.

Benefit Plan Rate Type = Covered person

if the Benefit Rate Type values are "Age" and "Flat Rate", then there will be no Coverage values in the activity. The rate should be entered manually.

In this example, the Plan Type is selected as "Medical" and the Benefit Rate Type as "Covered Person". To add an attachment, click on the lookup icon for the Attachment ID.

Attachments will display in the respective activities for the new hire based on the selected Plan Type. If a Benefit Plan is created with attachments for Plan Types such as "Medical," "Dental," or "Vision," the attachments will appear in the Benefits Enrollment activity when the corresponding plan is selected. Similarly, for Benefit Plans created with attachments for Plan Types like "Life," "Accidental Death," "Long Term Disability," "Short Term Disability," or "Supplemental Life," the attachments will be shown in the Voluntary Benefits Enrollment activity when the corresponding plan is chosen.

The lookup page for attachments opens as below. All attachments that are added through the Content Revision appear in this lookup. Select an attachment related to the Benefit Plan.

The selected attachment appears on the Benefit Plan page as shown below.  Similarly, multiple attachments can be added in the Benefit Plan.

Note: When adding an attachment, the effective date of the attachment should be less than or equal to the effective date of the Benefit Plan. Additionally, the attachments configured in the maximum effective dated row of the Benefit Plan will only reflect in the Benefits Enrollment/Voluntary Benefits Enrollment activities if the maximum effective date of the attachment is earlier than the Start Date of the New Hire invitation.

Click on the outwards arrow next to Attachment ID to view the attachment's effective date.

 

In this case, the effective date of the attachment is same as the effective date of the Benefit Plan.

If effective date of the attachment is greater than the effective date of the Benefit Plan, the following error will display on the page. Either correct the Benefit Plan effective date or choose an attachment with lesser effective date.

Example:

Consider an attachment with effective date (03/01/2023) which is greater than the Benefit Plan effective date (02/24/2023) .

When the attachment is added in the above Benefit Plan which has lesser effective date the following error message will be displayed.

After entering all the details, save the Benefit Plan. To make the created Benefit Plans available in the Benefits Enrollment or Voluntary Benefits Enrollment activity for new hires, ensure they are added to the Benefit Program. For more details on adding a Benefit Plan in the Benefit Program, please click here.

The attachments configured in the Benefit Plan will be available for the New Hire to download when the corresponding Benefit Plan is selected in the Benefits Enrollment or Voluntary Benefits Enrollment activity. For more details on these activities, please click on the corresponding link: Benefits Enrollment activity and Voluntary Benefits Enrollment activity.

Can you update the effective date of an existing Benefit Plan? 

The effective date of an existing Benefit Plan can be updated with current or future dates. The setup will not allow you to update the effective date to a value less than the current date. 

When effective date is updated with a value less than the current date, the following error message displays on the page.

How to add a new effective dated row in an existing Benefit Plan?

To add a new effective dated row under the same Benefit Plan, click the "Add" button.

In this example the maximum effective date of the Benefit Plan is "02/22/2023".

A new row with current date (in this case "03/02/2023") as the effective date will be added with the same benefit details under the benefit plan. This effective date on the new Benefit Plan row can be changed as needed.

When changing the effective date of the new row, make sure the date is current or future. If the effective date of the new row is lesser than current date or maximum effective date of the prior row, following error messages will be displayed.

Error message displayed when the effective date of the new row is less than of the maximum effective date of the prior row:

In this case, the effective date of the new row is updated to "02/21/2023" which is less than the maximum effective date of the prior row "02/22/2023":

Error displayed when the effective date of the new row is greater than the maximum effective date of the prior row but less than the current date:

In this example the effective date of the new row is updated to "02/27/2023" which is greater than the maximum effective date of the prior row "02/22/2023" and less than the current date "03/02/2023".

Also, make sure no two rows have the same effective date. When Benefit Plan is saved with duplicate values of effective dated rows, the following error displays on the page.

If you want a new attachment to be displayed for the New Hire in the Benefits Enrollment/Voluntary Benefits Enrollment activity effective from a new date, then add the attachment under the new effective dated row and save. The Benefit Plans created with Plan Type "Medical", "Dental" and "Vision" will appear in the Benefits Enrollment activity whereas Benefit Plans created with Plan Type "Life", "Accidental Death", "Long Term Disability", "Short Term Disability" and "Supplemental Life" will appear in the Voluntary Benefits Enrollment activity.

Please note the following points when adding an attachment:

• The effective date of the attachment should be less than or equal to the effective date of the Benefit Plan
• attachments configured in the maximum effective dated row of the Benefit Plan will only reflect in the Benefits Enrollment/Voluntary Benefits Enrollment activities if the maximum effective date of the attachment is earlier than the Start Date of the New Hire invitation.

The new row added will show in the grid as shown below.

In what scenarios you can modify attachments of an existing Benefit Plan?

The attachments of a Benefit Plan can be deleted or updated if the Benefit Plan is not used by the New Hire in the Benefits Enrollment/Voluntary Benefits Enrollment activity.

Note: If you want to add new attachments in the Benefit Plan, then add the attachments/documents through a Content Revision. For details, please click here.

Click on the "Correct History" on the Benefit Plan and click "Add Document". This will add a new attachment row.

Click on Attachment ID lookup for the new row and select the attachment. To add an attachment, the effective date of the attachment should be less than the effective date of the Benefit Plan. 

When the attachment populates on the page, click on "Save".

Note: Attachments on the Benefit Plan cannot be deleted or modified if the Benefit Plan is already used in Benefits Enrollment/Voluntary Benefits Enrollment activity by any New Hire. However, the other details of the Benefit Plan setup such as Policy Information, Plan Classification and Rate Data can be modified.

In this example, the Benefits Enrollment activity is completed with Medical Benefit Plan: "MEDICAL - BRONZE PLAN".

When you access the setup for the above Benefit Plan, you will notice the attachment is in read only mode.

The add/delete actions cannot be performed on this attachment. The details of other sections will be in edit mode and can be modified as needed,

In case you want to modify the existing attachment in the above Benefit Plan, then add a new effective dated row. This will allow you to add/delete the existing attachment(s).

How can multiple Benefit Plans be made visible to the new hire in the Benefits Enrollment activity?

If you wish multiple values of Benefit Plans (Medical, Dental, Vision) to be shown for the New Hires in Benefits Enrollment activity, follow the steps given below:

1. Create multiple Benefit Plans as needed with the same Plan Type using "Benefit Plan" activity. For more details on creating Benefit Plans, please click here.

2. Add these Benefit Plans under the Benefit Program. For details on creating a new Benefit Program, please click here.

If you want to add Benefit Plans under a new effective dated row on an existing Benefit Program, please click here.

Note: Make sure the Benefit Plans are created with effective date less than or same as the effective date of the Benefit Program. Benefit Plans with later effective dates cannot be added under an already existing Benefit Program for the current effective date.  In such case, you can create a new effective dated row in the Benefit Program and add the newly created Benefit Plans.

In this example, a new effective dated row is added in the existing Benefit Program to add the newly created Benefit Plans. Here the previous Benefit Plan with Plan Type as "Medical" is deleted and the newly created three "Medical" Benefit Plans are added and saved.

3. Create an invitation using the above Benefit Program with invitation start date on or after the maximum effective date of the Benefit Program.

(Note: If you are using a new Benefit Program then it should be configured in Attribute Revision to appear in the Benefit Program lookup on the invitation. For more details, please click here. If you have updated an existing Benefit Program which has already been configured in the Attribute Revision then there is no need to repeat this step)  

If invitation start date is less than the Benefit Program maximum effective date (which is 02/27/2023 in the above example), then the Benefit Plans configured under that maximum effective dated row of the Benefit Program will not appear in Benefits Enrollment activity for the New Hire.  The Benefits Enrollment activity will show the Benefit Plans that are configured under prior effective dated row (which is 06/25/2021 in the above case) of the Benefit Program.

To have the newly added Benefit Plans appear in the Benefits Enrollment activity, the start date of the invitation should be same or greater than the maximum effective date (i.e "02/27/2023" in the example) of the Benefit Program.

In this example, an invitation is created with start date same as the maximum effective date of the Benefit Program i.e "02/27/2023".

4. When the New Hire chooses to enroll for the Company Benefits by choosing "Yes" in the Benefits Elections option in Employee Biographic information, the Benefits activity will appear in their onboarding process. 

In Benefits Enrollment activity, the new Benefit Plans of Plan Type "Medical" configured under the maximum effective dated row of the Benefit Program will appear as shown below.